Position Accounting Analyst - Accounts Payable Work Base Mandaluyong Qualifications Graduate of BS Accountancy or any Accounting / Finance related courses Basic Computer skills Basic Accounting skills Job Description (Tasks, Duties and Responsibilities) To ensure accurate, complete and timely processing of accounts payable transactions INVOICE /DOCUMENT RECEIVED Check the validity of received documents. Check the approval /presence of approving signatories on the documents. Check if the required entries (e.g. GL account codes, cost centers, profit center, GR reference for PO based transactions, etc.) are indicated on the document for non-PO transactions Encode the received invoices in the database monitoring INVOICE /DOCUMENT VALIDATION

Conducts basic validation/audit on invoices/documents (applicable only to transaction requiring only basic/simple validation) as follows:

1. Check the  completeness of the required documents by referring to the matrix of required document per transactions type

2. Check the validity and authenticity of the approver’s signature s by referring to the list of authorized approvers per cost center provided by the clients

3. Check the mathematical accuracy of the supporting documents and computations.

4. Check the countersignature on alteration of amount of invoice/documents, if any

5. Check the appropriateness of GL account charging indicated in the invoice/document.

Conduct additional required validation (in addition to the basic validation/audit) for transactions that are more complex in nature (e.g., per diem, FTH, Advertising and Promotions, CAPEX, foreign travel, payment of air fare, etc.)

6. Check the compliance to existing company guidelines by referring to the matrix of rates and    company guidelines provided by the client.

7. For payments covered by contract, review the  contracts and check the accuracy of amount to be paid by referring to contract details.

8. Ensure that the additional required documents indicated on the contract are submitted by the supplier/client.

INVOICE /DOCUMENT ENCODING

Encode the accounting entries in SAP and ensures accuracy of posting of transaction. Ensure the accuracy of  withholding tax and VAT (amount and taxcodes). For transactions with upload file, ensure that entries on the upload file is the same as the entries on the hard copies of invoices/document  prior to file uploading in SAP. For PO based transactions, process invoice verification on SAP and ensures 3-way matching in the system. Coordinate with the checker/AP Team Lead on exceptions noted.

PAYMENT PROCESSING

File the posted invoices/documents. On scheduled payment processing schedule, retrieve the invoices on file. Process payments to the supplier/payee.

           a. Manual Check

              -  Print check

              -  Attach check to the documents

           b. Outsourced Check Processing

              -  Create  and print the Proposal List in SAP.

              -  Retrieve the copies of invoices/documents.

              -  Forward the  Proposal List with the copies of documents to the Team Leader

              -  Request funding from the Client Treasury.

              -  Generate the Payment run processing in SAP.

              -  Create the Payment File in SAP and uploads the payment file in SAP.

              -  Print the  funding check.

              -  Attach the payment file to the funding check and forward to the Team Leader for review and

                 approval.

 

OTHER TASKS

1.  Prepare  and send the summary of transactions subject to the Office of the President  clearance to the Client Finance for approval.  

2. Update the check information in SAP upon receipt of check information file from the Partner Bank.

2.  Update the Official Receipt (OR)/Collection Receipt (CR)  information in SAP upon receipt of the physical copies of ORs/CRs from the Partner Bank

3.  Process the input tax clearing for VAT ORs.

4.  Process the clearing of Cash in Bank GL clearing account for the released checks by the Partner Bank.

5.  Perforate the paid invoices.

6.  Forward the  paid invoices, ORs and CRs to the DMS team for filing and transmittal to Client.

7.  Perform the  other tasks that maybe assigned from time to time.

REPORTS

1. Prepare and submit the following reports:

     a.  Input Tax Clearing Reports

     b.  Schedule of monthly posted transactions and reversal documents